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Note: All payments in excess of $7,500 must be approved by the City Council, unless the <br />project, in aggregate, was previously approved by the City Council. The department <br />director, along with the concurrence of the Finance DirectorDirector of Finance and <br />Administrative Services, may delegate signature authority to another individual in their <br />department for a set dollar amount, which should be significantly lower than their own <br />signing authority. This authority must be in writing and be kept in the Finance <br />Department. <br /> <br /> <br />Items not requiring Council authorization prior to payment, but is part of the approved <br />budget and over the authorization limits as described above: <br /> <br /> <br />Payroll and payroll related payments <br /> <br />Employee Expense reimbursements <br /> <br />Insurance Premiums <br /> <br />Routine Operations (utilities, supplies, cleaning services, etc.) <br /> <br />Items that were previously approved by the Council. <br /> <br />Emergency payments or other payments to avoid late fees or interest charges. <br /> <br /> <br />1.Finance will process payments on a weekly basis. Payments that do not <br />require Council authorization will be issued on Fridays. <br /> <br />2.Payments that require Council action will be issued after the approval. <br /> <br />3.A complete list of all paid and unpaid claims will be presented at the <br />regular Council meeting under the consent agenda items. <br /> <br /> <br />PURCHASE ORDERS & CODING INVOICES <br /> <br />It is a prudent business practice to issue purchase orders prior to the purchase of goods <br />and services. As a practical matter, no purchase orders are required for purchases under <br />$1,000. Purchase orders can only be signed by the authorized individuals as outlined <br />above with their respective signing authority. The City Administrator or the Director of <br />Finance and Administrative ServicesDirector may co-sign a purchaser order if the order <br /> <br /> <br />Purchase orders are issued by the individual departments and retained by them until the <br />goods and services are received. Upon the receipt of the invoice, the department head <br />will approve the invoice for payment and forward the invoice, along with the purchase <br />order to the Finance Department for processing. <br /> <br />All invoices are required to be coded and signed by the department head, or authorized <br />delegate, before forwarding them to the Finance Department for processing. <br /> <br /> <br /> <br /> <br />Purchasing Policy 3 <br />M. Siddiqui, 7/21/04Revised 3/31/14 <br />